Summary

Once charges have been generated or payments have been processed, these transactions can be adjusted in the Special Assessments module using the Adjustments process (SA> Adjustments).

Follow this process to attach a new penalty fee to an SA account.

Step by Step

1     Create or open an Adjustments batch.

• Select the Adjustments palette in SA> Adjustments. This will expand the Adjustments palette and display the steps of the Adjustments batch process.
• Modify an existing batch or create a new Adjustments batch.
  • Select a batch number from the drop-down menu at the top of the Adjustments palette to select an existing batch.
  • Select New from the Adjustments batch number drop-down menu to create a new batch. This will open the New Batch window.
  • If there are open batches in the Adjustments process, you can create a new batch without affecting the open batches.
  • Enter a Batch Month and Batch Year. These fields default to the current calendar period and are for reference only. The fiscal period of the transactions in the batch is determined by the Journal Entry Date entered during the Generate step.
  • Click the Generate icon to populate the Batch Number field with the next available batch number. Batch numbers are limited to five digits and must be unique within the batch month of the batch year.
    • You can also manually create a new batch by entering a Batch Number and clicking the Save icon  .
• Highlight the batch in the batch number drop-down menu on the Adjustments palette and press DELETE to delete a batch. Any uncommitted adjustments in the batch will be deleted.

2     Specify the penalty fee details.

• Open the Select Adjustments window (SA> Adjustments> Edit).
• The Select Adjustments window will display all of the adjustments in the open batch.
• Highlight an adjustment and click the Delete icon   to remove the selected adjustment from the batch.
• Click the Create icon to open the Adjustment Wizard.
• Select New from the Adjustment Type drop-down menu.
• The Transaction Type field will automatically default to Penalty.
• Specify a Transaction Date for the adjustment.
  • The Transaction Date does not affect the date that the journal entries are posted to the general ledger. The journal entry date is determined when the GL Distribution report is processed.
• Specify a Due Date for the new penalty. This is a required field.
• Enter a Reference Number and Description for the adjustment. This information is not required.
  • The Description will appear on the Adjustment Statements that are generated for the customers associated with the adjusted assessment.
• Click the Assessment Number field to select the account that the new penalty will be applied to.
  • You cannot apply a penalty to an assessment that is included in an uncommitted batch.
• Click the Next button to proceed to the next step.

3     Add a new penalty fee.

• Click the Add button to add a new penalty fee to the account. This will open the Fee Selection window.
  • If the Fee Selection window does not display a penalty fee, you will need to create one. Fees are created and maintained on the Fee Maintenance window (SA> Maintenance> Fee).
  • Highlight a penalty fee and click the Confirm icon to apply the selected fee to the account.
• Edit the fee amount in the Amount column if desired.
• Use the Add and Delete buttons to add additional fees or remove displayed fees from the batch.
• Click the Finish button to close the Adjustment Wizard and return to the Select Adjustments window.

4     Commit the adjustments batch.